Directive on the Procurement of Fleet Vehicles

APPLICATION

This Directive applies to any employee involved in the procurement of a fleet vehicle.

OBJECTIVE

To ensure consistency in the procurement process when acquiring and replacing CBC/Radio-Canada fleet vehicles.

DEFINITIONS

Standard Fleet Vehicle: Passenger car, minivan, light truck or SUV.

DIRECTIVE STATEMENTS

The Local Fleet Coordinator (LFC), in consultation with the Corporate Fleet Senior Manager and the local operations manager, must identify vehicles that need to be replaced, based on the guidelines for vehicle replacement.

If the LFC requests a different vehicle type as the replacement vehicle, he/she must provide a justification to the Corporate Fleet Senior Manager.

The Corporate Fleet Senior Manager must approve and is responsible for the replacement of all vehicles.

Emergency Vehicle Replacement

The LFC is entitled to request an emergency replacement of a vehicle if the vehicle:

Was involved in an accident and has damage beyond repair;

Poses safety and/or security risks/concerns; or

Has a major mechanical deficiency.

In an emergency situation, the LFC identifies options for short-term vehicle replacement (e.g. temporary reassignment, short-term rental, etc.). He/she must then provide the Corporate Fleet Senior Manager with the following information:

Description of the vehicle (SAP#, year, make, model, etc.);

Odometer reading and average annual kilometres; and

Reason(s) for the replacement and explanation of circumstances.

In the case of an accident the LFC must also include the following:

Accident report;

Post-accident photo of the vehicle;

Estimates of repairs (one of which must be provided by the FMSP Accident Management Service); and

List of parts/equipment that can be reused.

II. Requests for Additional Vehicles

A department wishing to request an additional vehicle must include vehicle details in the program/project feasibility study. The LFC provides the department with estimates of new vehicle costs and delivery times for inclusion in the feasibility study.

Once the feasibility study has been completed, the department must provide a copy to the LFC, who will forward it to the Corporate Fleet Senior Manager for review.

The department wishing to request an additional vehicle must obtain approval from the Corporate Fleet Senior Manager, the Vice-President of the requesting component and the Executive Vice-President and Chief Financial Officer